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Setting Up and Managing Connector Hub

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Connector Hub allows you to link your Practice Better account with the third-party tools you already use. This enables client data, bookings, and program enrollments to flow automatically between apps without any manual work. This article walks you through how to enable, configure, and manage your connectors.

🪄 Connector Hub is available as a paid add-on for Plus and Team plans at $49/month. If you are on a Starter or Professional plan, you will see an option to upgrade your plan to access Connector Hub.

In this article:

What Is Connector Hub?

By linking Practice Better to the apps you already rely on, you can set up automated workflows that trigger in the background whenever something happens in your practice — a new client is added, a booking is confirmed, a package is purchased, or a client enrolls in a program.

For example: every time you confirm a new booking, your Mailchimp audience can update automatically. Or when a new client is added in Practice Better, a new contact can appear in HubSpot — no copy-pasting required.

Before You Begin

Each connector links Practice Better to an external app. Before completing setup, make sure you have an active account with the third-party service you want to connect (for example, an active Mailchimp or QuickBooks subscription).

Some connectors allow you to use a resource from your third-party app as a template — for example, a Google Doc or Google Sheet. If you plan to use this feature, we recommend creating your template resource in the third-party app before beginning your connector setup. You can always return to complete or update your configuration later.

Connector Hub works on two levels

First, the practice account is connected to the third-party app: a one-time authorization that links your practice to one account at the partner (for example, one Mailchimp account or one QuickBooks file). 

After that, some connectors ask each practitioner to complete their own settings, such as choosing which Mailchimp audience their clients sync into or which Outlook calendar to write to. 

  • If you're a solo practitioner, you'll complete both levels yourself. 
  • If you're on a Team plan, the practice owner handles the initial connection before team members can configure their individual settings. 
  • Connectors are not available to admin team members.

QuickBooks, Xero, and Excel are fully practice-wide with no per-practitioner setup required. 

Purchasing the Connector Hub Add-on

To get started, you first need to purchase the Connector Hub add-on for your account.

  1. Go to your Settings > 3rd Party Integrations.
     
  2. Click Get Started next to the Connector Hub. 

     
  3. You’ll be prompted to confirm the add-on purchase. Click the Confirm button. You can also manage this add-on through your Subscription page. Learn more about Managing Subscription Add-Ons and Credits →  

     
  4. You will see the add-on listed under your subscription add-ons. Click View connectors to go back to the Connector Hub setup.

✅ Once purchased, the Link button next to each available connector app will become active and ready to configure.

Enabling Permissions for Team Members

This section applies to Team plan accounts only. If you're a solo practitioner on Plus, you can skip this section.

For team plan accounts, the practice owner must enable permissions for team members to use Connector Hub. Once the practice owner has enabled Connector Hub and completed their own connector setup, team members can sign in and configure their individual settings.

  1. Go to your My Team page.
     
  2. Under the Roles & Permissions heading, click Edit next to the role you need to update.
     
  3. Locate and expand the permission set for My Practice: Settings.
     
  4. Click the checkbox next to Manage Connectors to enable this for all team members with that role.

     
  5. Click the Submit button to save your changes.

Available Connectors and Workflows

Connector Hub currently supports 11 apps, each with its own set of automated workflows. 

  • Mailchimp
  • HubSpot
  • Google Sheets
  • Gmail
  • Google Docs
  • QuickBooks
  • Xero
  • Outlook
  • Salesforce
  • Excel
  • OneDrive

For a full list of each app’s supported workflows and configuration level details, see Available Apps and Workflows in Connector Hub →

📍 Note: Connector Hub email workflows fire independently from Practice Better's built-in email notifications. They're designed to serve a different purpose: for example, sending a follow-up instruction email after a client books, rather than replacing the booking confirmation itself. We recommend designing your connector workflows with this in mind to avoid sending duplicate emails to clients for the same event.

Linking Connector Hub Apps

With Connector Hub enabled, you can link as many available apps as you need.

  1. From Settings > 3rd Party Integrations, locate the app you want to connect from the Connector Hub list.
     
  2. Click Link next to the app name.

     
  3. A setup window will open within the same page. Click the Connect button to link your third-party account.

     
  4. A new browser tab will open, walking you through signing in to your third-party account. Follow the prompts to authorize the connection.

     
  5. Once complete, the app will show as linked. Click Finish to finalize the connection, and then configure your workflow preferences.

Repeat these steps for each additional app you'd like to connect.

Configuring Your Connector's Behavior

Each connector enables you to perform actions in the third-party app when a corresponding trigger occurs in your Practice Better account. For a full list, see Available Apps and Workflows in Connector Hub →

  1. Toggle the option to enable or disable a specific action in your connector settings.
     
  2. Select the resource from your third-party app to use as a template.

📍 Note: If you need to create a template resource in your third-party app first — for example, a new Google Doc or Sheet — click Cancel to exit. You can return to complete your connector's configuration at any time.

  1. If applicable, enter the title of the resource that will be created from the template.

     
  2. Continue with the connector's Field Mappings. This tells the connector which Practice Better information to insert into the third-party app's resource. Click Add to Field Mappings to add more.
     
  3. Select the Practice Better field from the dropdown list. Type to enter your custom Template Variable.

💡 Template Variable names must start with a letter and contain only letters and numbers — camelCase is recommended (for example, firstName or dateCreated). Once defined, add these variables wrapped in double curly braces directly in your third-party app template — for example, {{firstName}} {{lastName}}. Make sure there is a corresponding Field Mapping for each variable you use.

  1. Note the Template Variables in your connector settings, and add these to your third-party app template wrapped in double curly braces — for example, customize a Google Doc to include fields like {{firstName}} {{lastName}} and any other fields you want recorded, ensuring there is a corresponding Field Mapping for each variable.
     
  2. Reorder field mappings by clicking the up or down arrows, or remove any by clicking the trash icon.

     
  3. Click Next to configure additional available actions for your connected app.

Editing a Connector's Configuration

You don't need to unlink and relink an app to make changes. If your workflow needs evolve, or you simply want to adjust your settings, you can edit a connector's configuration at any time.

  1. From Settings > 3rd Party Integrations, locate the linked app you want to update.
     
  2. Click the More Options menu (3 dots). Choose from the available options:
    • Edit practice settings: Edit the practice-level configuration for the connected app. 
    • Edit my settings: Edit the individual user’s configuration for the connected app. 
       
  3. On the subsequent pop-up, click the Reconfigure button to update your connector's behavior.

Once saved, your updated configuration will take effect for any new trigger events.

Unlinking or Disconnecting a Connector

You have several options for disconnecting or removing a connector, depending on what you need to do.

To delete your individual configuration for an app:

Any practitioner can delete their own per-practitioner configuration where applicable.

  1. From Settings > 3rd Party Integrations, locate the linked app.
     
  2. Click the More Options menu (3 dots) next to the app and select Edit My Settings.

     
  3. On the subsequent pop-up, click the Reconfigure button. 

     
  4. Click the Delete button.

     
  5. Confirm your choice by typing the word “Delete” in the field and clicking the Remove integration button. 

This removes your individual workflow setup for that app. It does not affect other team members' configurations or disconnect the app at the practice level.

To unlink an app entirely:

This option is available to the account owner only. This fully disconnects the app from Connector Hub for the entire practice and will impact all team members who have that app configured.

  1. From Settings > 3rd Party Integrations, locate the linked app.
     
  2. Click Unlink next to the app name.

⚠️ Important: Unlinking an app removes it from Connector Hub for the entire practice. This will affect all team members on a Team plan who have that app configured.

To view or manage another team member's connector configuration:

Any team member with applicable permissions can view another team member's connector setup using the team member switcher.

  1. From Settings > 3rd Party Integrations, click the team member switcher in the bottom-left corner of the page.

     
  2. Select the team member whose configuration you want to view.
     
  3. Use the More Options menu (3 dots) next to a connected app to view, edit or delete their configuration (depending on applicable user permissions).

To remove Connector Hub from your subscription entirely:

Removing the add-on will immediately cut off access to Connector Hub for all team members on the account.

  1. Click your profile menu and go to My Subscription.
     
  2. Locate the Connector Hub add-on and click the More Options menu (3 dots) next to it.
     
  3. Select Remove.

     
  4. Confirm your choice in the pop-up.

⚠️ Important: Removing Connector Hub from your subscription takes effect immediately and will disconnect all connectors and remove access for all team members. If you purchase the add-on again, all connectors will have to be set up from scratch. 

Data and Privacy

When a connector is active, Practice Better shares relevant client information with the connected app. This typically includes client demographic information, along with any additional data required by the specific workflow (for example, session details for booking-triggered automations).

⚠️ Important: Connector Hub is built on a HIPAA-compliant infrastructure, and data is transmitted securely.

Troubleshooting a Connector

If a connector runs into an issue, such as a failed sync or an authorization problem, Practice Better will alert you in two ways:

  • An error banner will appear at the top of your Settings > 3rd Party Integrations page.
  • A bell notification in-app will include a description of the issue.

If you see an error, review the reason provided and check that your third-party account is still active and properly authorized. Unlinking and re-linking your connected app will typically resolve the issue.

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